BitFile User Manual

BitFile User Manual

Contents
Introduction ........................................................................................................................................ 5

Access to BitFile............................................................................................................................... 7

Security Module ................................................................................................................................ 10

Accessing the Security Module ..................................................................................................... 11

Create Users .................................................................................................................................. 12

Create Groups ............................................................................................................................... 14

Assign users to groups................................................................................................................... 15

Assign Menus to Groups ............................................................................................................... 16

System User................................................................................................................................... 18

Create a Windows Service Account .......................................................................................... 19

Assign File System Permissions to Windows Service Account .................................................. 23

Assign Windows Service Account to BitFile .............................................................................. 26

Log Report ..................................................................................................................................... 27

Storage Module ................................................................................................................................. 29

Create Archives ............................................................................................................................. 31

Assign Permissions to Archives ................................................................................................. 33

Rename Archive ........................................................................................................................ 35

Delete Archives......................................................................................................................... 36

Create Cabinets ............................................................................................................................. 37

Assign Permissions to Cabinets ................................................................................................. 39

Rename Cabinets....................................................................................................................... 41

Delete Cabinets ......................................................................................................................... 42

Create Folders ............................................................................................................................... 43

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Assign Permissions to Folders ................................................................................................... 45

Rename Folders......................................................................................................................... 47

Delete Folders ........................................................................................................................... 47

Create File Types ........................................................................................................................... 49

Add Files to Folder......................................................................................................................... 54

Document Template Module ............................................................................................................ 56

Create Categories .......................................................................................................................... 57

Delete Category......................................................................................................................... 61

Rename Category ...................................................................................................................... 62

Create Document Templates ........................................................................................................ 63

Create Keys ................................................................................................................................ 69

Create Zones.............................................................................................................................. 73

Document Template Properties and Versioning ....................................................................... 81

Document Template with Multiple Base Images ...................................................................... 83

Document Viewer Properties. ................................................................................................... 87

Document Viewer Properties. ................................................................................................... 87

Editing Base Images................................................................................................................... 88

File Watcher Module ......................................................................................................................... 90

Add Folder To Be Watched ........................................................................................................... 91

Images Arrival to Watched Folders ............................................................................................... 93

Delete Watched Files .................................................................................................................... 96

Searching Module ............................................................................................................................. 97

Standard Search ............................................................................................................................ 97

Advanced Search ........................................................................................................................... 99

Document Management Module.................................................................................................... 101

Configure Document Creation Options ....................................................................................... 101

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Document Creation by Plantilla (Document Templates) ........................................................ 102

Standard Document Creation ................................................................................................. 108

Editing of Processed Documents............................................................................................. 113

Configuraciones............................................................................................................................... 116

Email configuration ..................................................................................................................... 116

Data base configuration .............................................................................................................. 118

Scanner Configuration................................................................................................................. 119

Licenses ........................................................................................................................................... 120

BitFile licenses ............................................................................................................................. 120

Professional OCR License ............................................................................................................ 121

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Introduction

BitFile is a system for scanning, indexing, processing and managing documents designed
and developed by Canella S.A. BitFile is oriented towards high volume document processing to
create digital libraries whose functionalities among others are preservation of paper documents,
ease of access, search of and security of documents, and high scalability storage. Using BitFile
avoids frustrations due to management of physical paper documents while handling documents in
a secured fashion. The following diagram illustrates a high picture overview of the management of
documents in BitFile

BitFile contains the following modules to perform the workflow described above:

Security Module: This module is in charge of managing users, groups, menus and permissions to
the storage structure while keeping track of all of the activities perform in the system.

Scanning Module: This module is used to administered scanner configurations and automation of
document scanning.

Storage Module: This module is used to design the scalable structure for storage, to manage
document storing and indexing, and to administer document templates.

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File Watcher Module: This module is used for monitoring folders in local or network locations
awaiting for images to arrive and indexed by BitFile automatically afterwards.

Document Template Module: This module is used for creating document templates and applies
them to batch of documents being processed.

Document Management Module: This module is used to load, scan, and index documents to
folders or files in the storage structure.

This manual explains how the modules above work and provides simple examples about using
them in real world environments

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Access to BitFile
1. Once BitFile has been installed, it can be accessed by going to Start->All Programs-
>Canella->BitFile. Click in BitFile as shown below :

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2. BitFile will ask for the credentials to login. If you are not an administrator, these
credentials will be given by the BitFile system administrator. Otherwise, these
credentials are the ones you’ve assigned in the installation process (Refer to
“Installation of BitFile” document)
3. Provide your username and password and click “Aceptar”.

4. The following screen will be displayed which is the BitFile start window

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5. Below are the components of BitFile start window

x
BitFile’s button. It contains
menus for administrative
functions such as security
and database configuration

Menus’options

Storage explorer

File Manager

Documents Grid

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Security Module

BitFile’s security module allows creating users and groups, assigning users to groups,
restricting access to documents, and managing content access to users in the system. The main
concept of this module is assigning users to groups, and restricting access to archives, cabinets,
and folders as needed. Below is shown a simple diagram illustrating the security schema used in
BitFile to restrict content access. Basically, users are assigned to groups and permissions are
assigned to those groups to limit what they can access in BitFile.

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Accessing the Security Module

In order to Access this module, go to BitFile’s button->Seguridad as shown in figure below.

This functionality allows creating users, groups, reports about user’s activities in the system,
assigning a windows service account under which BitFile will access resources on the network and
computer.

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Create Users

A new user can be created in BitFile by going to BitFile’s button->Seguridad->Usuarios as shown in

the following figure:

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In the following screen, provide the username and password for the new user and click “Aceptar.”

Once a new user has been created, it will be displayed under the list below the label “Usuarios” as
shown in the following figure. Then, that user must be assigned to a group(s) as explained in the
“Assign users to groups” section. Failure to do so will not allow the user to work properly in the
system.

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Create Groups

Groups allow BitFile to manage permissions to documents and menu options in the
system. Users belonging to a group will be restricted to the group permissions. However, if a user
belongs to more than one group, BitFile will merge permissions from both groups, but the “allow”
permissions will take precedence over the “deny” ones. For instance, if the Marketing group does
NOT have access to the security module, and the accounting group does; then, a user belonging to
both of those groups will have access to the security module. Instructions on how to create a new
group are given below:

1. Go to BitFile’s button->Seguridad->Grupos as shown in the following figure:

2. Type the group’s name and then click “Agregar”

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Assign users to groups

BitFile users can be assigned to one or more groups depending on the user’s needs. For
instance, a user may need access to both Marketing and Accounting department documents and
this can be accomplished if that user is assigned to both groups. Steps on how to assign users to
groups are shown below:

1. Go to BitFile’s button->Seguridad->Usuarios.

2. The window displayed after step 4 will appear, and the user to be assigned groups must be
chosen. The user must be listed below the label “Usuarios”.

3. Check the group or groups the user will be assigned to under the label “Grupos”.

4. Click “<<Asignar”.

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Assign Menus to Groups

BitFile allows restricting what menu options groups have access to. This way,
administrators can manage more effectively what users can accomplish in the system. For
example, if the Marketing group must not have access to the security module; then, all other
menu options have to be assigned to that group but the security module menu option. BitFile has
three category menu options which are:

1. General purpose. This category includes menus about BitFile’s security options and is
found by going to BitFile’s button->Seguridad. The following are the menus that fall
under this category.

a. Usuarios

b. Grupos

c. Configuración de Usuario del sistema

d. Bitácora

e. Manual de Usuario

2. Individual category that includes the following:

a. Cambiar contraseña

3. Operational category that includes the following:

a. Tipos de documento

b. Tipos de Expediente

c. Configurar Carpetas de Monitoreo

d. Ver monitor de carpetas

e. Agregar Archivos

f. Agregar Gabinetes

g. Agregar Carpetas

h. Agregar Expedientes

i. Imprimir y Exportar

j. Configurar cuentas de correo y enviar correo

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In order to assign menu options to a given group follow these instructions:

1. Go to BitFile’s button->Seguridad->Grupos.

2. On the screenshot shown after step 4, select the group to be assigned menus

3. Select the menu options the group selected on the previous step will have access to.

4. Click “Asignar Permisos”

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System User

One of BitFile main advantages is the ability to assign a windows service account (local
computer or domain) to access folders and documents in the computer or network; this way, all
BitFile users will be mapped to this service account.

The capability of assigning a system user to BitFile (windows service account) restricts
users from accessing documents and folders created from BitFile using the windows explorer.
Therefore, users will not be able to edit/delete documents nor folders managed through BitFile if
only the windows service account assigned to BitFile has access to them. If a system user has not
been assigned to BitFile, it will use the one currently logged on the computer. The figure below
illustrates that BitFile users will be mapped to the assigned windows service account to manage
File System resources: folders and documents.

For instance, if BitFile has no System User assigned, and a new folder called “Finanzas” is
created from BitFile in the C:\ directory, the user currently logged on the computer can go to that
directory using the windows explorer and delete that folder. BitFile will no longer be able to store
nor read documents found in the “Finanzas” folder. Furthermore, if other BitFile users store

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documents in the “Finanzas” folder, they will not be accessible anymore as the folder was
removed by the user currently logged on the computer.

The solution to this problem is creating a windows service account; assign it to BitFile as
the System user and then, give permissions to the “Finance” folder only to that windows service
account. The following section shows how to create a windows service account, assign it to BitFile
and give appropriate permissions to that account to a given folder in the File System.

Create a Windows Service Account

1. In this example a Windows account called BitFileSysUser will be created. In order to do
so, go to Start->Panel de Control->Cuentas de Usuario->Administrar Otra Cuenta. The
following screenshot will be displayed, and click “Crear una nueva cuenta”

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2. On the following screenshot, type “BitFileSysUser” in the textbox displayed, and then
click “Crear Cuenta”

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3. On the following screen click “BitFileSysUser”

4. Click “Crear una contraseña”

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5. On the following window provide a password for the windows service account and
click “Crear Contraseña”

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Assign File System Permissions to Windows Service Account

This section explains how to assign permissions to the Windows Service account to the
directories it will have access to. This example will follow up the scenario of limiting access to the
“Finanzas” folder only to the windows service account created in previous section.

1. Go to “C:\Finanzas” and right click on it, the click “Propiedades” as shown below

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2. Go to ”Seguridad” tab and click “Editar”, then type “BitFileSysUser” and finally press
“Aceptar”as shown below:

3. On the following popup click “Control Total” (or the necessary acess to the Windows
service account for the folder such as read, write, and exectue), then click “Aplicar”

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4. On the following popup click “Aceptar”

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Assign Windows Service Account to BitFile

This section explains how to assign the Windows service account under which BitFile will map all
of its users to access File System resources:

1. Go to BitFile’s button->Seguridad->Usuario de Sistema, as shown below:

2. In the following window type the username and password of the Windows Service
Account created previously and the domain or computer it belongs to. Then, click
“Aceptar”

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Log Report

Log report is a tool shipped with BitFile to generate reports of activity history performed by
users in the system. The following actions are audited by BitFile to generate this reports: Add, Add
Group, add image, add user, assign user to group, assign permissions to group, assign permission
to user, delete log, change smtp configuration, change password, configure folder watcher,
configure system user, copy, delete, delete group, delete image, delete user, send email, scan
images, export & import images, print, log in to BitFile, modify, modify group, modify images,
modify user, move, log off from BitFile, display Log Report, display User Manual.

The following steps show how to generate a report of activities for a given user during a specific
date range using the Log Report tool.

1. Go to BitFile’s buton->Seguridad ->Bitácora as shown below:

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2. In the following screen select the date range, users, activities, and storage items to be
audited and for which to generate a report. The click “Generar”

Date range

Storage items

Users

Activities

3. The following screen will itemize the activities performed by selected user during the date
range selected. This report can be exported to Excel format by clicking “Exportar a Excel”,

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Storage Module

The storage module shipped with BitFile is used to create physical and logical structures
for documents to be stored. This module manages documents effectively and orderly so that
storing and searching huge amounts of documents can be easily achievable. BitFile’s storage
module contains 4 levels to create physical and logical structures which are explained below:

Archive:

An archive groups storage locations. An archive can only contain cabinets as their children
storage items.

Cabinet

A cabinet specifies a directory in the HDD (Hard Drive Disk). It may only contain folders as
its children items. A cabinet may be copied or cut and then paste in another archive.

Folder

A folder allows storing documents, other folders or files. A folder may be copied or cut
and then past to a different folder or cabinet.

File

A file is hosted inside a folder and allows grouping of document templates and
associate it with keywords for distinction and searching purposes. A file works similarly as
a folder to store documents; however, it lets controlling the document templates it will
contain and it can associated with keywords

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The following figure illustrates the hierarchy of the different levels of the storage module

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Create Archives
1. After logging in to BitFile go to “Ventanas” tab and make sure the option “Explorador de
unidades de almacenamiento” is checked as shown below:

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2. Go to “Inicio” tab and click in “Archivo” as shown below:

The same can be accomplished by right clicking BitFile explorer and click “Nuevo Archivo” as
shown below

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3. A new archive will be displayed in BitFile explorer which can be renamed as desired.

New archive created

that can be renamed

Assign Permissions to Archives

After an archive has been created, it is very important to assign permissions to groups in BitFile
that will access it. The follow steps explain how to accomplish this:

1. Right click on the archive, and click “Propiedades” as shown below:

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2. Go to “Seguridad” tab as shown in the following figure:

a. Select the groups to assign permissions from the left and the permissions for
those groups on the right. Then click “Aceptar”

b. Remeber the following about permissions:

i. Lectura (Read): Can read contents inside archive, but cannot modify them

ii. Escritura (Write): Allows to add new content in archive

iii. Modificación (Edit): Can edit contents in archive, but cannot be removed

iv. Eliminación (Delete): Allows deleting contents in archive.

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Rename Archive

Changing an archive name can be accomplished by right click on the archive to be renamed and
click in “Cambiar Nombre”. Also, this can be done by selecting the archive and pressing F2.

The archive’s name will be in edit mode so that a new name can provided.

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Delete Archives

To delete a given archive, right click on the archive to be deleted and click “Eliminar” as shown
below:

The following screen will be displayed to confirm about the archive to be deleted and if it
will be deleted physically. If “Borrar físicamente” is unchecked; then, the archive to be deleted and
its contents simply will not be displayed in BitFile. However, user with appropriate File System
permissions can go to the directories inside the archive with the windows explorer and contents
will still be there. If “Borrar físicamente” is checked, contents inside the archive to be deleted will
be removed permanently from BitFile and the File System and cannot longer be recovered.

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Create Cabinets
1. In order to create a new cabinet, an archive must be first selected that will host this new
cabinet. Then, go to “Inicio” tab and click ”Gabinete” as shown below:

This can be also be accomplished by selecting the archive that will host the cabinet and the right
click it and select “Nuevo Gabinete” as shown below:

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2. In the screen below the following items must be provided :

a. Cabinet’s anem

b. Maximum space used for storage in that cabinet. 0 means unlimited space.

c. The cabinet’s location in hard drive. This directory can be locally in the computer
or in the network. However, BitFile’s system user must have access to
read/write/edit to this directory. For more information regarding BitFile’s system
user go to “System User” section.

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Assign Permissions to Cabinets

1. Select the cabinet to assign permissions, and then right click on it a click in “Propiedades”
as shown below:

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2. In the following window go to “Seguridad” tab and select the groups from the left and
permissions from the right to assign.

a. After selecting the permissions of the cabinet for the listed groups click
“Aceptar”

c. Remeber the following about permissions:

i. Lectura (Read): Can read contents inside cabinet, but cannot modify them

ii. Escritura (Write): Allows to add new content in cabinet

iii. Modificación (Edit): Can edit contents in cabinet, but cannot be removed

iv. Eliminación (Delete): Allows deleting contents in cabinet.

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Rename Cabinets
1. In order to rename a cabinet, it must first be selected and right click and then select
“Cambiar Nombre” as shown below:

2. Cabinet name will be display in edit mode to provide a new name.

Renaming a cabinet can also be accomplished by selecting the cabinet and pressing F2 on the
keyboard and providing a new name.

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Delete Cabinets

1. Select the cabinet to be deleted and right click on it and the click “Eliminar” as shown in
figure below:

2. The following screen will be displayed to confirm about the cabinet to be deleted and if it
will be deleted physically. If “Borrar físicamente” is unchecked; then, the cabinet to be
deleted and its contents simply will not be displayed in BitFile. However, user with
appropriate File System permissions can go to the cabinet’s location inside the archive with
the windows explorer and contents will still be there. If “Borrar físicamente” is checked,
contents inside the cabinet to be deleted will be removed permanently from BitFile and the
File System and cannot longer be recovered.

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Create Folders

This section explains how to create folders that used to store documents and files

1. The cabinet or folder that will host the folder to be created must be first selected; then, go
go “Inicio” tab and click “Carpeta” as shown below:

Creating a new folder can also be done by right click on the cabinet or folder that will host it and
then click “Nuevo Carpeta” as shown below:

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2. Provide the folder’s name as shown below:

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Assign Permissions to Folders

1. Select the folder to assign permissions; then, right click on it and click “Propiedades” as
shown below:

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2. Go to “Seguridad” tab and select appropriate permissions

a. Select the group to assign permissions from the left and the permissions to be
assigned from the right and then click “Aceptar”

b. Remeber the following about permissions:

i. Lectura (Read): Can read contents inside folder, but cannot modify them

ii. Escritura (Write): Allows to add new content in folder

iii. Modificación (Edit): Can edit contents in folder, but cannot be removed

iv. Eliminación (Delete): Allows deleting contents in folder.

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Rename Folders
1. Select the folder to rename, right click on it and click “Cambiar Nombre” as shown below:

2. Provide the new folder’s name.

Renaming a folder can also be done by selecting the folder to be renamed and pressing F2.

Delete Folders
1. Seleccionar la carpeta a eliminar, luego click derecho y presionar “Eliminar”

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2. The following screen will be displayed to confirm about the folder to be deleted and if it
will be deleted physically. If “Borrar físicamente” is unchecked; then, the folder to be
deleted and its contents simply will not be displayed in BitFile. However, user with
appropriate File System permissions can go to the folder’s location inside a cabinet or
another folder with the windows explorer and contents will still be there. If “Borrar
físicamente” is checked, contents inside the folder to be deleted will be removed
permanently from BitFile and the File System and cannot longer be recovered.

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Create File Types

Files are places in the storage module were only images can be hosted. A file allows
grouping of images, assigning keywords for it, and defining the document templates that will hold.
In order to create the structure of a File (File Type) the following steps must be followed:

1. Go to “Herramientas” tab and click “Administrador” as shown below:

2. Click in the button shown below to create a new File Type:

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3. Click “Tipos de Documento” as shown in the following figure. Check the options needed for
this file as explained in literals a y b.

Add document
template

a. Check “Permitir Inserción de Otros Tipos de Documento” to allow images

associated to other document templates not listed there to be inserted in the file.

b. Check “Permitir Inserción de Documentos Sin Tipo” to allow images with no

document type associated to be inserted in the file.

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4. Click “+” to add document templates that the file must contain. In the following window
that will be displayed, select the document template to be added and then click “ Aceptar”:

Document templates
available. Select one

Image of document template

Keys of document template

5. The selected document template will be displayed as shown below:

Document templates file

must contain

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6. Then, keys must be created for the file. Keys will hold values to distinguish an instance of
the file type from other files.

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7. Click “+” to add a new key. Provide the name and the value type: numeric, date or text as
shown below:

To remove a key click the button “-”.

8. Save the file clicking in the button shown below:

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Add Files to Folder

1. In order to add a file to a folder, select the folder where the file will be hosted. Then, go to
“Inicio” tab and click “Expediente” as shown below:

2. In the following window select the File Type to be added and click “Aceptar”

Document types that file must

File types available
containt

Keys of the document type

selected above

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3. The file will be shown in the panel to the right of BitFile explorer as shown below:

File added

Provide values for the

keys of the file

a. A file can be renamed if press F2 and then provide the new name

b. Assign values to file keys

4. File is now ready to host images

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Document Template Module

BitFile uses document templates to categorize and recognize the type of images being
scanned or loaded from a HDD location so that those images can be indexed properly. For
instance, an image of a scanned bill can be used as a document template by indicating the places
in the image that need to be indexed. After creating the document template, more bill documents
can be scanned and be applied the document template created so that BitFile categorizes those
scanned documents as type “Bill”. Below is a high level overview of how document templates are
created:

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Components of a BitFile Document Template

1. Base Image with TIFF, PDF, o JPG format. This image will be used as a template to
categorize and index documents to be scanned or loaded to BitFile

2. Zones. They are rectangular areas inside the base image whose text inside will be
recognized by BitFile’s OCR (optical character recognition). If the text inside these zones
are to be indexed; then, those zones will have to be associated with keys. (Please refer to
following step)

3. Keys. They store the text recognized by BitFile’s OCR in the database and associate those
values with the instance of the image being processed. This process is called indexing.

4. Scanner Properties. They refer to the properties that the scanner was configured to at
the moment of scanning the base image so that documents to be scanned with this
document template will have the same scanner preferences as the base image.

Create Categories

A category is similar to a folder in BitFile explorer; although, it is used to host document

templates so they may be grouped properly. The following steps explain how to create a category.

1. Go to “Herramientas” tab, then to “Administrador” above the “Tipos de Documentos”

label as shown below:

Click here

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2. Click on the bottom shown below to create a new category:

Click here to create a new

category

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3. In the following window provide the category name and its location. Remember that if
BitFile is running using a system user (Refer to “System User” section for more details),
this user must have access to the location of the category.

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4. Go to “Seguridad” tab and assign appropriate permissions to groups that will access this
category.

a. Select the groups from the left and the appropriate permissions for those groups
on the right and the click “Aceptar”

b. Remeber the following about permissions:

i. Lectura (Read): Can read contents inside category, but cannot modify
them

ii. Escritura (Write): Allows to add new content in category

iii. Modificación (Edit): Can edit contents in category, but cannot be removed

iv. Eliminación (Delete): Allows deleting contents in category.

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5. Once the category has been created, it will be displayed as shown below:

Delete Category
1. To remove a category, it must first be selected and click on the bottom shown below:

Click here to remove

cateogry

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3. The following screen will be displayed to confirm about the category to be deleted and if it
will be deleted physically. If “Borrar físicamente” is unchecked; then, the category to be
deleted and its contents simply will not be displayed in BitFile. However, user with
appropriate File System permissions can go to the category’s location with the windows
explorer and contents will still be there. If “Borrar físicamente” is checked, contents inside
the category to be deleted will be removed permanently from BitFile and the File System
and cannot longer be recovered.

Rename Category

Select the category to be renamed and press F2. Then, provide the new category name

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Create Document Templates

This section explains how to create document templates

1. Go to “Herramientas” tab and then to “Administrador” above the “ Tipos de Documentos”

label as shown below:

Click here

2. Select the category that will host the document template to be created and then right click
on it and click “Nuevo Tipo de Documento” as shown below:

This button can also be pressed once

the category has been selected to
create a new document template

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3. Provide the document template name as shown below:

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4. In the following window that will be diplayed, the base image must be loaded or scanned.
Below is shown what button is used to load and scan a base image.

Load image from a

HDD location

Scan image

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5. If loading an image from a location in the HDD is selected; then, the following window will
be displayed. Browse to the image and click “Abrir” as shown below:

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6. The base image will be loaded to BitFile as shown below:

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7. Click the button shown below to save changes

Save document template

8. Next steps are defining zones and keys for the base image to complete the document
template.

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Create Keys
Keys are an important part of a document template as they will hold the text recognized
by BitFile’s OCR in the zones defined on the base image. The value types that keys can store are:
Text, Numeric and Date. For instance, if for the base image loaded in previous section there is
need for storing its phone number (text), Report No (numeric) and client name (text), then
appropriate keys must be created for it as shown in the example that follows:

1. Once the base image has been loaded or scanned, click in “Llaves”as shown below:

Click here

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2. In the following window click in the button “+” for each key to be created as shown in the
following figure:

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3. In the first column type the name of the zone and in the second column the value type:
text, numeric or date. Furthermore, BitFile allows assigning a default value if the text
recognized by the OCR is empty. This default value is provided in the third column called
“Valor Por Defecto”

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4. If a key needs to be removed; then select it and click “-” button as shown below:

5. Press the button below to save the document template

Press here

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Create Zones

Zones are rectangular areas defined in the document template’s base image from which text
will be recognized by BitFile’s OCR and then indexed in the document template’s keys. There are
four types of zones BitFile supports explained below:

1. Printed Text: These types of zones are rectangular areas used in computer generated text
places found in the base image.

2. Handwritten Text: These types of zones are rectangular areas used in handwritten places
of the base image.

3. Barcode: These types of zones are rectangular areas where barcodes are found in the base
image

4. MICR: These types of zones are rectangular areas where MICR is found in the base image.
MICR is a code used in the bottom of bank checks

The following screenshot shows the buttons to use in order to create any of these zone types:

Printed text zones

Handwritten text

Barcode zones

MICR zones

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For instance, if the following image is used as the base image of the document template,
and there is a need to index the phone number, Report No, and client name; then, three different
zones must be created with appropriate zone types. Phone number and Report No can be defined
as printed text zone, and client name as handwritten zone type.

Phone number Report No.

Client name

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In order to create zones for the image base document, the following steps must be followed:

1. Once the base image has been scanned or loaded, select the zone type to be defined.
In this example, it will be used the printed text zone type for defining the Report No
zone in the base image shown below

Select zone type

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2. The next step is drawing the rectangular area with the mouse delimiting the zone
boundaries. In order to do this, position the mouse cursor on top of the base image
and the cursor will then be displayed as “+” after which the drawing of the zone can be
started. Steps number 2-5 must be repeated for each zone to be recognized by
BitFile’s OCR.

Zone drawn for printed

text

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3. In order to index the text inside the zone recognized by the OCR, it must be associated
with a previously created key (Refer to section “Create Keys”). First, click on the zone
to select it and then go to the dropdown menu shown below to select the key to be
associated with the zone.

Pick the key to be

associated with the
zone selected

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4. Finally, the rest of the zone properties must be configured as explained below:

a. Text length: Specifies the minimum and maximum length of characters

allowed in the text to be recognized in the zone.

i. If the zone does not meet minimum and maximum threshold of

characters allowed, BitFile will ignore the text and save it as empty
text.

ii. If minimum length is set to zero, BitFile will not check for the
minimum length in the text inside the zone. Same way, if maximum
length is set to zero, BitFile will not check for the maximum length in
the text inside the zone.

b. Tolerance: It means the uncertainty that user is willing to accept from BitFile’s
OCR. BitFile’s OCR is capable to determine the percentage of accuracy on the
text recognition in a given zone. If BitFile determines that a text was
recognized without any errors; then, the certainty percentage about that
recognition will be 100%. However, if BitFile determines that maybe a few
characters were not recognized properly it may say that the certainty for that
recognition is 90%, which means 10% of uncertainty or tolerance. In other
words, a tolerance of 5% means that user is expecting BitFile to be 95% certain
about the recognition. The formula for tolerance if: 100% - BitFile’s recognition
certainty percentage. If a value falls above the tolerance level, BitFile will
generate a recognition error for that zone and the user must determine what
to do with it. Please refer to following section “Error Handling” to determine
what to do with recognition errors.

c. Error Handling: Error Handling allows the user to take actions when BitFile’s
OCR didn’t meet the tolerance levels set by the user. The following actions can
be taken when a recognition error is raised:

i. Ignore: BitFile will ignore the text inside the zone and will not save it
to the key assigned and then move on to the next zone or image to be
processed.

ii. Accept: BitFile will save the text recognized inside the zone and assign
it to the appropriate key. Then, it will move to the next zone or image
to be processed.

iii. Truncate: BitFile will abort processing of images when a recognition

error rises.

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iv. Ask: BitFile will display the zone of the image being recognized and ask
the user to make proper corrections manually. Then, it will move on to
next zone or image.

d. Type of characters: User can define what types of characters are allowed in
the text to be recognized inside a zone. If text inside the zone is not the one
defined as allowed; then, the text will be ignored. The following type of
characters can be defined as allowed:

i. All: Allows all type of characters including among others: @, “,

#$%&/(, etc.

ii. Alpha-numeric: Allows only letters and numbers.

iii. Alphabetic: Allows letters only.

iv. Numbers: Allows numbers only.

Text length

Tolerance

Error handling:
1. Ignore
2. Accept
3.Truncate
4. Ask

Type of characters

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5. Finally, make sure to save the document template by pressing the save button shown
below

Press here to save

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Document Template Properties and Versioning

The properties of a document template specify the way BitFile will store batch of
documents associated to the given document template. Furthermore, BitFile allows versioning of
document template properties so that the same document template can be used to store
document batches in different formats. For instance, if a batch of documents is associated to a
given document template to be store in TIF format, but the same template needs to be used for
another batch of documents and this time to store them in PDF format; then, two versions of the
same document template properties must be used. In order to manage versioning and document
template properties go to “Propiedades” and in the right panel will be displayed the document
template properties that can be configured to stored batch of documents as shown below:

Add new version

Remove version

Click here to
manage
properties and
versioning

Below are shown the properties that can be configured for each version to store batch of
documents

 Nombre (Name): Name of the version

 Tipo de Archivo (File Type): File extension that will be used to stored batch of documents
associated with this versión. File extensions available are: TIF, PDF, JPG, DOC, XLS, PPS,
PPT.

 Modo de Guardar (Saving Mode): Save documents as “Páginas Individuales” (individual

pages) o “Archivo multipágina” (Multipage File)

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 Modo de Color (Color): Blanco y Negro, Escala de grises, o Color (24 bits) [Black and
White, Grey scale, and Color (24 Bits)]

 Resolución (Resolution): 100, 150, 200, 300, 400, 600 dpi

 Generar Desde (Generate From): If using more than one versión, the first version will be
available to use in the second one. For instance, if versión 1 is used to save batch of
documents in PDF format, and versión 2 is used to store them in TIF format, but versión 2
“Generar Desde” option is set to “version 1”; then, batch of documents processed with
version 2 will be save twice: one with PDF format (version 1) and one with TIF format
(version 2)

ADD and REMOVE VERSION

In order to add a new document template version click in the button “+” and provide appropriate
parameters. In order to remove a document template versión click in the button “Eliminar” as in
previous figure above.

Click in the save button shown below

Save document template

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Document Template with Multiple Base Images

1. In order to create a document template with multiple base images, first a document
template must be created as explained in “Create Document Templates” section. Then,
load the first base image as that section says from a HDD location of from a scanner. Once
the first base image has been added, add a new one again from a location in the HDD or
from the scanner using the buttons shown below.

Add second base image

from HDD location

Add second base image

from scanner

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2. Once more than one base image has been loaded to the document template, the following
window will appear asking where to place the image :

a. Insertar Al principio del Documento: Inserts new image as the first image in the
document template.

b. Insertar Después de la Página Seleccionada: Inserts image after selected image in

document template.

c. Insertar al Final del Documento: Inserts image at the end of the document
template.

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In this example, the option “Insertar Al Principio del Documento” was chosen so that the image is
placed at the beginning of the template document as shown below.

New base image

loaded at beginning of
template document

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If a base image in the document template needs to be removed, right click on its thumbnail and
click “Eliminar” as shown below:

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Document Viewer Properties.

Below are explained the document viewer properties of the document template viewer.

Load images from HDD location

Load images from scanner

Export images to HDD location

Print image

Zoom

Image rotation

Edit Image

Define zones

Thumbnails

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Editing Base Images

Editing base images in the document template module can be done by selecting the thumbnail of
the image to be edited and right click on it, and click in “Editar” as shown below:

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The following screen shows what can edited in the image. Once image editing is done click
“Aceptar”

Tool used to select part

of the image that will
Image rotation become the image itself.
Chops off everything
else
Zoom

Tool used to blank out

the area drawn

Deskew

Brightness and
contrast

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File Watcher Module

This module watches folders on the network or locally in a computer for images to arrive
to be later indexed by BitFile. Once images arrive to the folders being watched by this module,
BitFile will alert the user about the images available to be indexed and user must select the folder
where they will be stored and the document template to be applied if needed.

Below is the high level process overview of Folder Watcher Module

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Add Folder To Be Watched

1. To add a new folder to be watched, go to “Herramientas” tab and click “Carpetas” as
shown below:

2. In the following window click “+” to add a new folder

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3. Browse to the location of the folder to be watched and click “Aceptar” as shown below

4. Once a folder has been added, it will be displayed as shown below. In the following
window click “Aceptar”.

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Images Arrival to Watched Folders

1. Once images have arrived to a folder watched by BitFile, a messenger window will appear
in the bottom right corner of the screen indicating the amount of images arrived as shown
below:

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2. To Access the images captured by BitFile in the watched folder, go to “Herramientas” tab
click “Documentos” above “Monitor de Carpetas” label as shown below:

3. BitFile will show the images captured in the watched folder as shown below

List of images arrived

to watched folder

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4. Double click on any of the images to display it. Then, move the image to the appropriate
folder in the BitFile explorer, delete it, or add comments as shown below:

Save changes

Move selected image to

appropriate folder in
BitFile explorer

Creates a new folder in

selected cabinet to move
images there

Delete selected images

Add comments to
selected image

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Delete Watched Files

1. Go to “Herramientas” tab and click “Carpetas” as shown below:

2. On the following window, select the folder to be deleted and click “-” to remove watched
folder

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Searching Module

This module allows finding images indexed in BitFile easily and effectively. Images can be
found by specifying text that was previously recognized in the images and associated to
appropriate keys (Please refer to section “Document Template Module” for more information
about keys and zones). Furthermore, BitFile allows refining searching parameters by specifying
what archives, cabinets, folders, creation dates, and document templates to search within. BitFile
contains two types of searching functionality: standard and advanced.

Standard Search

1. In order to make a standart search in BitFile, go to “Búsqueda” tab as shown below:

Type text to search

for

2. Select if searching will be done in documents only (Check “Documentos”), files (Check
“Expedientes”), and/or folders (check “Carpetas”).

3. Type the text to search for and click “Buscar”.

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4. Searching results will show the list of images containing the keyword searched for:

Search results

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Advanced Search

1. In order to use advanced search functionality in BitFile go to”Búsqueda” tab and click
“Avanzada” as shown below:

Click here

2. In the following window, provide the text to search for and specify the archives, cabinets,
folders, creation dates and document templates to search in:

Text to search for

Creating dates of images

to search in

Specify archives,
cabinets, and/or folders
to search in

Specify categories,
document templates,
and/or keys to search in

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3. Searching results will show the list of images containing the keyword searched for:

Search results

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Document Management Module

This module is used to load, scan, and index documents and store them to appropriate
folders or files in the storage module. (Refer to “Storage Module”). Document creation workflow
is the following:

1. Select folder or file where images will be loaded to

2. Select the document template to be applied (optional)

3. Load images from HDD location or from scanner

Configure Document Creation Options

In order to index documents in BitFile, the document creation options must be configure
first. These options allow the user to specify what document templates will be applied to the
batch of documents being processed or the way images will be loaded to BitFile.

The following figure shows where the document creation options panel is located at:

Document creation
options panel

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This panel allows processing documents in two ways: by Plantilla (Document Template) or
Estandar (Standard)

Document Creation by Plantilla (Document Templates)

If batch of documents will be processed using document templates previously created, the
document templates to be used have to be added to the document creation options panel. In
order to do so, follow the steps below

1. In the document creation options panel, click in the ”Plantilla” tab as shown below

2. Provide the base name which is the name that documents in the batch will start with
right to the label “Nombre base:”

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3. Click in the button “+” to add document templates previously created. If multiple
document templates are added, BitFile will try to apply the best fit for the instance of
document being processed. If BitFile is not capable to identify the document template
to be applied, it will use the one specified as the default in the drop down menu called
“Por Defecto”. In the following window choose the document template to add and
then click “Aceptar”:

Available document
templates. Select one

Image of document template

Keys of the document

template

4. The document template will be listed in the document creation panel as shown below.
Remember to select the default document template if more than one is provided in
the “Por Defecto” drop down menu.

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5. Select the folder or file that will host the images indexed by BitFile. In this example, a
file called “Expediente Juan Perez” inside folder “Reportes Enero” was used to host
the images.

6. Then, images must be loaded either from: “Desde Archivo” (from HDD location) o
“Desde Escáner” (from scanner). This options are found in “Inicio” tab above “Crear
Documentos” label as shown below:

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7. In this example, images were loaded from an HDD location of previously scanned
documents. However, the same process is used if images are loaded from scanner. In
the following window select the images to be loaded:

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8. Once images have been loaded will be processed and index by BitFile as shown below:

Images are
processed and
assign the base
name, document
type and creation
date

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9. Double click in any of the documents shown below to display the image, its properties
and the text recognized by BitFile’s OCR as shown below:

Version of document template

used. Refer to section “Document
Template Properties and
Versioning” for more information
Text recognized by the OCR in the
specified zones of the document
template and associated to
appropriate keys
Image of the document that was
processed.
Texto reconocido por OCR en las
zonas indicadas por la plantilla y
asociadas a las llaves indicadas

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Standard Document Creation

If batch of documents are to be processed without specifying the document templates to

use; then, the standard document creation option must be used. This option allows scanning batch
of documents and create documents every N quantity of pages being scanned. Furthermore,
documents can be scanned and make BitFile to determine what document template fits best out
of all options from the document template repository. However, this option is not recommended
because it is not as reliable as the Document Creation by Document Template. In order to create
documents using this standard option, the following steps must be followed:

1. Click in the ”Estandar” tab in the document creation options panel as shown below:

2. Provide the base name which is the name that documents in the batch will start with
right to the label “Nombre base:”.

3. Provide the appropriate configurations to create documents which are:

a. Documento único (Unique Document): Creates one document only from the
batch of documents being processed

b. Nuevo Documento (New Document): Creates a new document every “No

Pag” specified. For instance, if “No. Pag.” is 3, then BitFile will make a new
document every three pages

c. Identifica Tipo de Documento (Identify Document Template): BitFile will

apply the document template that best fits the document being processed.

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The document being processed will contain number of pages specified in “No
Pag” option.

Scanner options are the following:

a. Side. Sides of the document to be scanned which can be.

i. Simplex: Scans one face of the paper

ii. Duplex: Scans both sides of the paper

iii. SkipBlank: Scans both sides of the paper, but will skip any blank side.

iv. Folio: Scans an entire stack of papers and merge them to become one
document

b. Color: Scanning color which can be black and White, grey scale, and 24 bit

c. Resolution: determines the dots of color per inch in the document or dpi. The
higher the resolution the bigger the image size will be. BitFile allows
configuring scanner to 100, 150, 200, 300, 400, 500, 600dpi depending also on
the scanner’s capability

d. Orientation: This property allows the image to be rotated after it has been
scanned to 90, 180, 270 degrees or “espejo” backwards.

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4. Select the folder or file that will host the images indexed by BitFile. In this example, a
file called “Expediente Juan Perez” inside folder “Reportes Enero” was used to host
the images.

5. Select option “Desde Escáner” to load images from scanner. This option is found in
“Inicio” tab above “Crear Documentos” label as shown below:

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6. Scan images using the scanner options BitFile will display. These options will vary
depending on the scanner being used.

7. Once images have been scanned and loaded, they will be displayed as shown below:

Processed images
with base name,
document
template and
date of creation

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8. Double click in any of the documents shown below to display the image, its properties
and the text recognized by BitFile’s OCR as shown below:

Version of document template

used. Refer to section “Document
Template Properties and
Versioning” for more information
Text recognized by the OCR in the
specified zones of the document
template and associated to
appropriate keys
Image of the document that was
processed.
Texto reconocido por OCR en las
zonas indicadas por la plantilla y
asociadas a las llaves indicadas

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Editing of Processed Documents

1. In order to edit documents processed in BitFile, go to the folder or file where the
document is found. The double click in the document to be edited in the list displayed as
shown below:

Processed images
with base name,
document
template and
date of creation

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2. In the following window will be able to edit the document by adding comments, change
document type, change document template version, recognize text in image, add more
images to document, export document, among other functionalities as shown in the
following figures

Change document type

Change Doc
Temp.
version

Edit text recognized by OCR

in zones indicated by
document template

Add comments

Recognize text in entire page

Click here to display text

recognized in entire page

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Load images from HHC location

Load more images from scanner

Export document

Print document

Zoom

Rotate image

Edit image

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Configuraciones

Email configuration

Email configuration parameters are use by BitFile to Access the email server to send images via
email .The following steps explain how to configure email parameters:

1. Go to “Herramientas” tab and click “Administrar Cuentas” as shown below:

1. Click “Agregar”

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2. Provide the email account in “Correo Electronico” text box to send emails to, and also
provide the email server parameters to access that server. Click “Aceptar”

3. The email account configured will be displayed below:

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Data base configuration

The database configuration can be accessed by going to the login screen and click “Configuración
de Base de Datos” as shown below:

Also, database configuration is found in Start-> All Programs->Canella->BitFile-> Configuración de

Base de Datos. In the following screen provide the SQL Server parameter and click “Acepter”:

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Scanner Configuration

In order to configure scanners to be used by BitFile go to “Herramientas” tab and click

“Seleccionar Escáner” as shown below:

Select the scanner to be used from the list and click “Aceptar” as shown belown

Selected scanner options can be configured by going to “Opciones” as shown below. Options may
vary depending on the scanner options

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Licenses

BitFile licenses

BitFile uses licenses to activate specific functionalities. These options are available
depending on the type of license that was purchased with the software. In order to activate a
license go Start->All Programs->Canella->BitFile->Licenciamiento de BitFile, type the license code
in “Código de Activación” and then click “Activar” after which the permitted functionalities will be
checked in the right panel as shown below

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Professional OCR License

The OCR license is used to activate the professional BitFile’s OCR. This OCR is capable of
recognizing text more efficiently and effectively than the basic version shipped with BitFile. The
accuracy is much better also than the basic version of BitFile OCR. In order to activate the
profesional OCR go to Start->All Programs->Canella->BitFile->Gesto de Licencias de OCR. Provide
the parameter that were given when purchasing this license and then click “Get Key”

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